Half-day workshop RFP template
Half-day workshops can be sourced and confirmed in 7-10 days. This template is the lean version — 6 sections, fast hotel response, decision in a week.
Why this template
Half-day workshops are the workhorse of corporate event programs: 3-4 hour internal training, board prep, partner workshop, deep-dive review. They get sourced in compressed timelines (often 1-3 weeks before the event) and the venue brief is leaner than a multi-day conference. This template is the lean version: 6 sections, sized for fast turnaround.
The 6 sections of the template
1. Workshop basics
Date + time block (e.g. "Wed afternoon, 13:00-17:30"). Attendee count. Pre-workshop arrival window (typical 30 min before start).
2. Room layout + AV
Cabaret / U-shape / boardroom for 6-25 attendees. Wireless presentation. Whiteboard or flipchart (typical 2-4). Wi-Fi capacity for the attendee count. State preferred config explicitly — half-day events suffer when room is wrong.
3. F&B — half-day specific
Single coffee break OR continuous coffee station. Light refreshment (fruit, pastries). If workshop crosses lunchtime: working lunch (boxed or station, 30-min duration). Hydration: water + sparkling continuous.
4. Logistics
Setup time (typical 30-60 min). Materials delivery (your team brings or hotel sets up). Cloakroom / coat-storage. Quiet phone-call space.
5. Pricing
Half-day delegate rate (HDR — typical 60% of full DDR). Itemised: room + AV + F&B + materials. Compare across 3-4 venues. Don't optimise for €5/pax differences — value of right room exceeds price savings.
6. Cancellation
Half-day workshops are typically cancellable up to 7 days out for 50% refund, full refund 14 days out. Reschedule right preferred over cancel.
How to use it
- Send to 3-4 local venues 2-3 weeks out. Half-day events have flexible inventory.
- Confirm room config in writing. Workshop in theatre seating doesn't function.
- Test Wi-Fi capacity if attendees will be working live. Assume 2 devices/pax.
- Get materials delivered day-before if you're not bringing in person.
- Lock attendee count 3-5 days out.
Common mistakes
- Booking based on price alone. Wrong room kills the workshop, regardless of saved €€.
- Not visiting if you've never used the venue. 30-min visit prevents 4 hours of day-of pain.
- Forgetting the parking question. Attendees driving in from offices need parking — confirm validation/cost.
- Skipping the AV check. Half-day events are time-compressed; AV problem at minute 5 = workshop is 30 mins late = doesn't recover.
Next steps
Download the template, customise the bracketed placeholders for your event, and email to 6-12 hotels in parallel. Use our scoring matrix template to compare responses and the contract review checklist before signing.